Statement of Work 2025 - Stockpile Building Maint.pdf

EXHIBIT A – Statement of Work

GENERAL MAINTENANCE AND REPAIR OF STOCKPILE FACILITIES FOR ALL

YORK COUNTY PENNDOT LOCATIONS.

CONTACT PERSONS:

Facilities Manager: Sean Smoker Contract Administrator: Jolene Wagner Phone: 717-718-6983 Phone: 717-718-6984

1920 Susquehanna Trail N, York, PA 17404

GENERAL SPECIFICATIONS:

A. Purpose: This statement of work shall provide for the Maintenance / Inspections / Repairs

ONLY for all York County PennDOT locations, by way of replacement or repair of existing parts as deemed beneficial to the Commonwealth as determined by the Department Representative. The replacement part must be new, of the same exact component or a new upgraded component. All repairs must be authorized by the Department Contract Administrator or Facilities Manager.

B. Contract Period: 07/01/2025 to 06/30/2026 shall be 1 year with four (4) 1-year renewal options. Renewal will be agreed upon by mutual agreement. Renews at original bid rates, rate increase not included. Quantities may be increased following proper approval process due to planned or emergency projects per budget allowances. Quantities are estimated.

C. Hours: All preventative maintenance and inspection work will be performed between the hours of 7:00am and 3:00pm daily, except Saturday, Sunday, and State Recognized Holidays.

Emergency repairs may occur, on a limited basis, after 3:00pm until 7:00am weekdays and weekends from Friday at 3:00pm until Monday at 7:00am and State Recognized Holidays.

Contractor shall be available 24 hrs/day for an emergency, if needed.

D. Emergency is defined as:

The event of a natural disaster or fire – when the building would need to be stabilized or made safe to work around.

Department will state during the request notification if the call-out is an emergency.

In the case of an emergency as such noted above, the District Construction Project Administrator must be notified immediately and will determine the proper procedure to follow to stabilize the structure or condemn the structure. The District Construction Project Administrator will advise if the work may be performed under this maintenance contract or if it must be performed under a Job Order Contract (JOC).

E. Pre-Quote Meeting: There will be no pre-quote meeting.

Contractor may visit any of our 12 stockpile sites to become familiar with the maintenance needs of each location before bidding.

Tours can be scheduled during our business hours: Monday-Friday, 7am-3pm.

Call Sean Smoker at 717-718-6983 to schedule.

F. PUBLIC BID OPENING: Public Bid Opening Will Be Held Virtually via Microsoft Teams on 06/04/2025 at 9:00A.M. (EST). Please contact Jolene Wagner at jolewagner@pa.gov for meeting invitation.

G. Questions & Answers: All questions pertaining to Solicitation #6100063716 must be made prior to 05/28/2025 at 10:00A.M. (EST). All questions and answers will be posted to the Solicitation in eMarketplace for public viewing.

H. Service Performance Standards: Services are to be performed in accordance with the PennDOT Publication 23 – Maintenance Manual, Chapter 12.

All repairs shall be performed in accordance with the OEM specifications. All work shall be performed in a safe and orderly manner with minimum interference to persons using the facility. The contractor shall be aware of the latest safety regulations when entering confined areas. When working in such areas, all precautions shall be taken as required by these regulations. The Contractor shall comply with OSHA safety requirements, Federal/State/Local laws, codes, and ordinances which relate to this scope of work.

I. Executive Order 2021-06, Worker Protection and Investment:

Pursuant to Executive Order 2021-06, Worker Protection and Investment (October 21, 2021), the Commonwealth is responsible for ensuring that every Pennsylvania worker has a safe and healthy work environment and the protections afforded them through labor laws. To that end, contractors and grantees of the Commonwealth must certify that they are in compliance with all applicable Pennsylvania state labor and workforce safety laws. Such certification shall be made through the Worker Protection and Investment Certification Form (BOP-2201) and submitted with the bid, proposal or quote.

J. Project Management:

1. The PennDOT project managers for this contract will be the Highway Equipment

Manager II (Facilities Manager), Sean Smoker, and the Roadway Programs Technician II (Contract Administrator), Jolene Wagner. The District or County management may change the project manager(s) as they deem necessary.

2. Contractor Representative & Contractor Information: Contractor must submit, upon notification of award, the name of a Contractor Representative and the Contractor Representative’s 24hr/day contact phone number, and email address on the Contractor Information Form that will be provided with the notice of award. The Contractor Representative will serve as the Contractor’s Project Manager.

3. Contractor Communications: Contractor will ensure a cell phone is always available at the job site, as a means of communicating with the PennDOT Project Manager or designee.

4. Notification of Work and Project Mobilization:

a. The PennDOT Project Manager or designee will give notice of work to the Contract Representative via email, fax, or in person/on phone. Upon submission of the notice of work, the Contractor will have the work scheduled within 3 business days unless an emergency situation requires immediate service or otherwise approved by the PennDOT Project Manager or designee. Should the Contractor fail to mobilize and begin work within the prescribed time, the Contractor may be declared in “default” as per contract Terms and Conditions.

i. Length of time to complete project should not exceed 60 calendar days from date of notification/notice to proceed, whichever is the latter.

b. If determined an emergency situation the contractor is responsible to have a technician on site within three (3) hours of the notification.

5. Pre-Service Kick-off Meeting: A Pre-Service Kick-off Meeting will be scheduled by the PennDOT Project Manager or Designee and will occur within 14 days after the fully executed purchase order is delivered to the awarded Contractor. The Contractor’s Representative, Contractor Project Manager, and Foreperson must be present. The meeting will be held at a mutually agreed upon location. Topics to be discussed include bullet points from this statement of work, documentation, and other Contractor responsibilities as required within the scope of work as well as any other contract Terms and Conditions.

a. Notes will be taken by the PennDOT Project Manager or Designee and distributed to both parties. Any clarification details in the scope of work discussed will be documented and should be adhered to.

6. Work Schedule:

a. All preventative maintenance and inspection work will be performed between the hours of 7:00am and 3:00pm daily, except Saturday, Sunday, and State Recognized Holidays. The PennDOT Project Manager or designee may, in writing, authorize regular work on Saturday and Sunday ONLY as necessary.

No work shall be scheduled to occur on the following holidays unless written permission to do so is provided by the PennDOT project Manager or Designee:

1. New Year’s Day

2. Dr. Martin Luther King, Jr. Day

3. President’s Day

4. Memorial Day

5. Juneteenth

6. Independence Day

7. Labor Day

8. Columbus Day

9. Veteran’s Day

10. Thanksgiving Day

11. Day After Thanksgiving Day

12. Christmas Day

The following Monday will be recognized as the day when no work is to be scheduled for all holidays occurring on a Sunday, and the Friday before will be recognized as the day when no work is to be scheduled for all holidays occurring on a Saturday.

b. During times of inclement weather or special events, the PennDOT Project Manager or Designee may postpone work for a more suitable time. If requested and/or it is deemed to be in the best interest of PennDOT, the PennDOT Project Manager or Designee may allow a revised work schedule.

c. Each Foreperson must report work status (arrival/departure) to the PennDOT

Project Manager or Designee by phone or email each day until project is completed.

d. Emergency repairs may occur, on a limited basis, after 3:00pm until 7:00am weekdays and weekends from Friday at 3:00pm until Monday at 7:00am and State Recognized Holidays only when authorized by PennDOT Facilities Manager or designee.

K. Contractor Responsibility:

1. Contractor shall be available 24 hrs/day for an emergency, if needed.

2. Contractor shall furnish the personnel and equipment of the type, condition, and quantity necessary for the proper and productive execution of the contracted work.

3. Contractor shall be responsible for the disposal of items/materials removed to an approved disposal site unless otherwise indicated to be retained by the Facilities Manager or Contract Manager. Small amounts of debris (i.e. a bucket or trash bag sized amount) from repairs performed may be disposed of in the stockpile dumpster; large amounts must be removed by the contractor.

4. Contractor shall maintain all equipment in good condition prior to and during use in connection with this contract, subject to inspection by PennDOT if Facilities Manager requests.

5. Contractor shall provide all lubricants, fuel, fluids, and antifreeze for equipment.

Contractor shall ensure that all equipment and operators are in conformance with applicable PA Motor Vehicle Law and Federal regulations.

6. All technicians/employees providing services under this contract must have and use proper personal protective equipment (PPE) respective to the type of work being performed:

Safety Glasses Hard hat (as needed): must wear if performing overhead construction work.

Safety vest (as needed): not required inside stockpile, recommended for visibility.

Gloves Footwear: must wear closed toe shoes on all York PennDOT Maintenance property.

All work shall be performed in a safe and orderly manner with minimum interference to persons using the facility. The contractor shall be aware of the latest safety regulations when entering confined areas. When working in such areas, all precautions shall be taken as required by these regulations. The Contractor shall comply with all local, state, and federal laws and with OSHA safety requirements.

7. Bid prices shall include all travel, labor, equipment, overhead, and profit. Time starts upon arrival at the jobsite and ends when leaving the jobsite. Award shall be based on the total low bid for all line items combined.

a. Up to 10% mark-up is permitted on materials only.

L. Contractor Qualification:

ONLY CERTIFIED SMALL BUSINESSES ARE ELIGIBLE FOR AWARD: PennDOT has designated this contract as a Small Business Procurement to provide DGS-certified small businesses with opportunities to compete against other DGS-certified small businesses for Commonwealth agency and DGS statewide contracts under the Small Business Procurement Initiative (SBPI) set forth in Executive Order 2011-09. Only certified small businesses are eligible to submit a bid and receive an award. The small business requirements and certification process can be found on the following site:

https://www.dgs.pa.gov/Small%20Business%20Contracting%20Program/Pages/default.aspx

The Small Business Certification will be provided after a supplier completes the self-certification process on the SBPI website. A valid Department of General Services (DGS) Small Business certificate will be required as part of the bid in order to be deemed a responsive bidder.

SCOPE OF WORK:

A. Service Details: The Contractor will provide preventative maintenance, repair, and inspection services of PennDOT owned/maintained buildings at the 12 stockpiles listed in Appendix B. Any repair services performed must approved by Facilities Manager or Contract Administrator. A Notice To Proceed will be given in writing permitting the contractor to schedule and begin work. All repairs shall be performed in accordance with the OEM specifications. All work shall be performed in accordance with all State and Local laws, codes, and ordinances which relate to the work.

1. Repair, maintenance, and inspection services to be included but not limited to: siding, trim, windows, entry doors, garage doors, porch, bird netting, waterproofing, masonry, etc. No major structural work or system replacements may be performed under this maintenance contract.

a. Electrical, HVAC, Plumbing, Roofing systems, and Steam services are not included in this maintenance contract as there are separate contracts for each.

i. Roofing systems include all roof components not limited to:

shingle/metal/EPDM roofing, rain spouting/downspouts (roof run-off components), fascia & soffits, ridge vents, dormers.

2. The buildings at each stockpile must be inspected annually every spring in April.

a. During these visits the Contractor is responsible for performing routine manufacturer maintenance.

i. This includes caulking and/or lubrication as necessary.

3. The garage doors at each stockpile must be inspected annually ever spring in April.

a. During these visits the Contractor is responsible for performing routine manufacturer maintenance.

i. This includes lubricating moving parts to ensure optimum efficiency and reduced wear.

4. In an emergency the contractor is responsible to have a technician on site within two (2) hours of the call-out request.

a. Emergency repairs may occur on a limited basis after 3:00pm until 7:00am weekdays and weekends from Friday at 3:00pm until Monday at 7:00am and State Recognized Holidays.

b. The Department Representative will indicate if the repair request is an emergency.

5. Contractor access to the stockpile may include accompaniment by a Department Representative. It is at the discretion of the Facilities Manager and/or Contract Administrator that the Contractor may perform planned work unattended by a Department Representative.

6. Contractor must provide a detailed estimate for repairs within 1 week of request. The estimate must show quantities of labor, equipment, and materials following the line-item format identical to that of the Purchase Order using the same units of measure.

a. Components being replaced must be with the same or comparable material to the existing material.

7. This contract provides a line item for a 2nd Technician equivalent to the 1st Technician to perform requested maintenance/repair services. Both Technicians may be on site performing requested repair/service.

8. The Contractor shall make repairs as needed to York County PennDOT stockpile facilities that will maintain functionality and watertight integrity. The work completed shall be warrantied for 180 days from last date of service of project. Some repairs may be made under warranty from manufacturer, others may be made through the use of this contract.

B. BILLING:

1. All labor and materials used at this facility will be documented on a Confirmation of Service Form (OS-501). This form will be signed by the contractor’s representative and emailed or faxed to the Department Contract Administrator following completions of work assignment. Supporting documentation for materials used will be attached to the OS-501 and the invoice. This form shall serve as backup documentation for payment.

Original invoices will be emailed to the Comptroller’s Office listed on the Purchase Order.

2. The authorized Department Representative calling for service must provide their name, title, and phone number. This information must appear on the service call work order.

The work order is to be completed with a description of work and services needed along with a cost estimate for repairs. The work orders are to be signed by the Department Representative and the Contractor’s Service Technician. A copy is to be given to the Department. Contractor must provide an estimate for repair cost including materials and labor before approvals will be given to proceed with repair.

3. Contractor may sub-contract work as needed. Contractor must pay sub-contractor for services requested by the Contractor. When billing PennDOT for work completed by a sub-contractor; Contractor must bill costs to PennDOT in accordance with pay items in this contract and line items listed in the Purchase Order.

a. Sub-Contractor must adhere to same contract requirements, terms, and conditions as Contractor.

4. Two (2) instances of failure to respond within the timed constraints, unless otherwise permitted in writing by the Department Contract Administrator, and/or work not performed satisfactorily can constitute a violation of the contract which gives the

Department, at its discretion, the right to cancel the contract and retain services from the next lowest bidder and surcharge the low bidding contractor for cost differences incurred during current contract term.

5. The Contractor shall repair or replace any of PennDOT’s property, real or physical, or private property damaged during the performance of their duties at no additional cost to PennDOT.

C. PAY ITEMS:

Note: All repairs and inspections must be pre-scheduled with the Facilities Manager or Contract Administrator to ensure access to the stockpile and that there will be minimal interference with PennDOT work operations.

Pay Item 1: Technician 1, Regular Hours Technician must be qualified to perform services requested satisfactorily.

All work performed must meet or exceed regulations of the Pennsylvania Department of Labor and Industry. The work shall be performed in accordance with all State and Local laws, codes, and ordinances related to the service requested.

Pay Item 1 Unit of Measure – 1 person – Hour

Pay Item 2: Technician 2, Regular Hours Technician must be qualified to perform services requested satisfactorily. This is for a 2nd technician to assist with a project. No pre-authorization is required.

All work performed must meet or exceed regulations of the Pennsylvania Department of Labor and Industry. The work shall be performed in accordance with all State and Local laws, codes, and ordinances related to the service requested.

If a 3rd technician is needed the Contract Administrator or Facilities Manager must be notified to ensure sufficient funds are available and they will instruct which line item to insert those hours.

Pay Item 2 Unit of Measure – 1 person – Hour

Pay Item 3: Equipment Contractor must provide or rent all equipment necessary to complete work. Cost shall include all lubricants, fuel, fluids and antifreeze the Contractor may need to provide for equipment.

Contractor must pay any sub-contractor for services requested by the Contractor. Contractor shall ensure all equipment and operators are in conformance with applicable PA Motor Vehicle laws and federal regulations.

Pay Item 3 Unit of Measure – 1 equipment – Hour

Pay Item 4: Emergency Callout Department will state during the request notification if the call-out is an emergency. In an emergency the contractor is responsible to have a technician on site within two (2) hours of the call-out request. Emergency repairs may occur on a limited basis after 3:00pm until 7:00am weekdays and weekends from Friday at 3:00pm until Monday at 7:00am and State Recognized Holidays.

Pay Item 4 Unit of Measure – 1 person – Hour

Pay Item 5: Stockpile Inspection Shall be conducted annually in the Spring and scheduled for the month of April.

The Stockpile Inspection Report form can be found in Appendix C. The Contractor may use their own inspection report form if approved by Contract Administrator and Facilities Manager.

Inspection must include examination of the following components and inspection points:

COMPONENT

INSPECT

Entry Doors Ensure proper operation.

Check exterior and interior condition Check flashing for impenetrability.

Apply caulk as needed

Windows Check exterior & interior condition.

Ensure they seal/close properly Apply caulk as needed

Siding Check condition.

Ensure not damaged or rotten.

Check plywood underlayment for damage or rotting.

Bird Netting Ensure intact (in salt domes/buildings)

Masonry

Check condition of mortar, bricks, concrete block, poured concrete wall, etc.

Note: 1 stockpile = 1 inspection

Pay Item 5 Unit of Measure – 1 inspection – Each

Pay Item 6: Stockpile 01 Garage Door Inspection Shall be conducted annually in the Spring and scheduled for the month of April.

The Garage Door Inspection Report form can be found in Appendix D. The Contractor may use their own inspection report form if approved by Contract Administrator and Facilities

Garage Doors -Check working condition of tracks, seals, rollers, lift motors, safety sensor, etc.

-Provide Preventative Maintenance: Spray/apply lubricating oil to moving parts as needed.

Stockpile 01 Garage Door Type:

Upper Garage: 4 Automatic Lower Garage: 6 Automatic Tin Shed: 1 Automatic Basement: 2 Automatic

Pay Item 6 Unit of Measure – 1 inspection – Each

Pay Item 7: Stockpile 02 Garage Door Inspection

The Garage Door Inspection Report form can be found in Appendix D. The Contractor may motors, safety sensor, etc.

Stockpile 02 Garage Door Type:

Personnel Building: 1 Manual

Pay Item 7 Unit of Measure – 1 inspection – Each

Pay Item 8: Stockpile 03 Garage Door Inspection

The Garage Door Inspection Report form can be found in Appendix D. The Contractor may motors, safety sensor, etc.

Stockpile 03 Garage Door Type:

Paint Shed: 6 Manual

Pay Item 8 Unit of Measure – 1 inspection – Each

Pay Item 9: Stockpile 10 Garage Door Inspection

The Garage Door Inspection Report form can be found in Appendix D. The Contractor may motors, safety sensor, etc.

Stockpile 10 Garage Door Type:

Salt Brine Building: 1 Automatic

Pay Item 9 Unit of Measure – 1 inspection – Each

Pay Item 10: Stockpile 17 Garage Door Inspection

The Garage Door Inspection Report form can be found in Appendix D. The Contractor may motors, safety sensor, etc.

Stockpile 17 Garage Door Type

Personnel Building: 3 Automatic

Pay Item 10 Unit of Measure – 1 inspection – Each

Pay Item 11: Materials A 10% markup is permitted on purchased materials only.

No material purchase in excess of $500 may be initiated at any one appointment without approval from the Facilities Manager or Contract Administrator. The Department reserves the right to supply materials to be installed by the contractor, when it is deemed to be in the best interested of the Commonwealth.

Pay Item 11 Unit of Measure – 1 dollar – Each

APPENDIX A – SPECIFICATIONS

PennDOT’s Strategic Environmental Management Program (SEMP) Requirements:

The contractor must comply with PennDOT’s Strategic Environmental Management Program (SEMP) Requirements. The requirements of this program can be found on PennDOT’s website at www.pa.gov

SEMP is an environmental management system that ensures PennDOT employees and business partners continue appropriate environmental stewardship in everyday maintenance practices. Three areas of focus include Winter Services, Stockpile and Garage Management, and Maintenance Operations. SEMP establishes best management practices within maintenance to make certain PennDOT follows the key principles of the Green Plan Policy, protects the environment, conserves resources, and complies with environmental laws and regulations.

This work consists of the repair on facility and salt storage buildings by various classes of workers. Prior to performing work, submit estimate resulting from inspections of buildings. Do not complete work until estimate is approved and notification is given by the Department Contract Administrator or Facilities Manager.

Materials & Construction

All work performed by skilled craftsman in a professional manner is warranted for a period of one (1) year form completion of work and acceptance of work by the Department.

All hand tools (hammers, screw drivers, drills, drill bits, saws, saw blades, chisels, etc), fastening devices (nails, staples, screws, adhesives, etc.), safety equipment (gloves, goggles, safety glasses, hardhats, etc), ladders, and scaffolding are considered incidental to the work performed.

Contractor is responsible for arranging rental tools and/or equipment needed to perform repair.

Must be included in estimate.

APPENDIX B – LOCATIONS

Stockpile #01 1920 Susquehanna Trail – North York, PA 17404 (Manchester Township)

Stockpile #02 5900 Route 30 East York, PA 17406 (Hellam Township)

Stockpile #03 2230 North George St York, PA 17402 (Manchester Township)

Stockpile #05 6971 Lincoln Highway Thomasville, PA 17364 (Paradise Township

Stockpile #06 19 Glenwood Road Dillsburg, PA 17019 (Franklin Township)

Stockpile #07 988 E. Forrest Avenue New Freedom, PA 17349 (Shrewsbury Township)

Stockpile #08 3441 Blue Hill Rd Hanover, PA 17331 (Manheim Township)

Stockpile #10 4321 Fox Run Road Dover, PA 17315 (Dover Township)

Stockpile #12 985 Bacon Road Felton, PA 17322 (Chanceford Township)

Stockpile #16 250 Alum Rock Road New Park, PA 17352 (Fawn Township)

Stockpile #17 131 Snodgrass Road Airville, PA 17302 (Lower Chanceford Township)

Stockpile #25 1500 Old Trail Road Etters, PA 17319 (Newberry Township)

APPENDIX C – STOCKPILE INSPECTION REPORT

Component Inspection Points Deficiencies

(Reference by Bldg#) Attach pictures for each deficiency listed.

Priority (Circle one)

Estimated Repair Cost (round to the nearest hundred)

Entry Doors

Ensure proper operation Exterior & Interior Condition Flashing Impenetrability Apply Caulk as needed

Low Medium

High (safety risk)

Windows Exterior & Interior Condition Seal & Close Properly Apply Caulk as needed

Low Medium

High (safety risk)

Siding Check Condition Plywood underlayment condition Ensure not damaged or rotten

Low Medium

High (safety risk)

Bird Netting Ensure Intact (in salt domes/buildings) Low

Medium High (safety risk)

Masonry Condition of mortar, bricks, concrete block/wall, etc.

Low Medium

High (safety risk)

Inspector Name:____________________________________________________

ANNUAL STOCKPILE INSPECTION REPORT

DATE INSPECTED:_________________

STOCKPILE: ______________________

APPENDIX D – GARAGE DOOR INSPECTION REPORT

Component Inspection Points Deficiencies

(Reference by Bldg#) Attach pictures for each deficiency listed.

Priority (Circle one)

Estimated Repair Cost (round to the nearest hundred)

Tracks Ensure proper operation and alignment Check overall condition Apply lubriating oil as needed

Low Medium

High (safety risk)

Rollers Ensure proper operation Check bearing and overall condition Apply lubriating oil as needed

Low Medium

High (safety risk)

Seals Check condition Ensure not damaged or degraded

Low Medium

High (safety risk)

Lift Motors Components

Ensure optimal performance per manufacturer's specs.

Check condition of springs, cables, chains, etc.

Apply lubricating oil as needed.

Low Medium

High (safety risk)

Safety Sensors

Ensure proper operation Check condition for damage or age

Low Medium

High (safety risk)

Inspector Name:____________________________________________________

ANNUAL GARAGE DOOR INSPECTION REPORT

DATE INSPECTED:_________________

STOCKPILE: ______________________